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City of Santa Ana Records Retention Schedule <br />CLERK OF THE COUNCIL <br />Exhibit B <br />RECORD CATEGORY <br />RECORD SERIES <br />RECORD DESCRIPTION <br />RECORD START DATE <br />RETENTION <br />PERIOD <br />I REMARKS <br />CUSTODIAN <br />ELECTIONS (Cont.) <br />Petitions - Initiative/Recall/Ref. <br />Not a public record - documents resulting in an election - <br />Certification of Election Results <br />8 Months <br />EC Sec. 17200, <br />Charter Amendments <br />retention is from election certification. Charter <br />OR <br />17400 GC <br />amendments, initiatives, recalls, and referenda; includes <br />Clerk's final exam of petition <br />6253.5; EC <br />intent to circulate petition, text of petitions, City Attorney- <br />17400; GC 34458 <br />approved petition titles, proof of publication, and all related <br />60; EC Sec. <br />documents; RFCA's <br />17200 requires <br />petition <br />documents be <br />kept 8 months <br />after Council <br />adoption of <br />election results <br />Or <br />after Clerk's final <br />exam of petition if <br />no election <br />Charter Amendments <br />Documents relating to elections on Charter amendments <br />Origination Date <br />Permanent <br />GC 34458-60GC <br />including RFCA's <br />34090 <br />Election - Nomination Documents - <br />All nomination documents and signatures in lieu of filing <br />during term and <br />EC 17100 <br />successful <br />petitions <br />4 years after <br />Election - Nomination Documents - <br />5 years <br />GC 81009(b) <br />unsuccessful <br />FINANCE <br />Bond Exhibits- <br />Bond documents referenced in enabling resolutions or <br />Council Meeting Date <br />Cancellation, <br />CCP 336a, 337.5 <br />COTC <br />(Financial Docments) <br />By Bond Issue <br />ordinances approved by City Council; Authorization/public <br />redemption or <br />hearing records/prospectus/proposals/certificates/notices <br />maturity+ 10 <br />(transcripts)/registers/statements. <br />Years <br />Bond Transcripts- By Bond Issue <br />Backup documents of bond issues e.g., legal opinions of <br />Maturity Date <br />2 Years <br />G C Sec. 34090 <br />bond counsel <br />FINANCE <br />Comprehensive Annual Financial <br />Annual financial statements on City assets, liabilities, <br />Year Date <br />2 Years <br />Original file in <br />Finance <br />(Financial Docments) <br />Report (CAFR) <br />revenues, and expenditures prepared by City staff and <br />Finance & <br />(Cont.) <br />subjected to an independent audit <br />Management <br />Services; 3 public <br />copies maintained <br />in the Clerk's <br />office per Charter <br />Sec.423; GC <br />34090 <br />Clerk of the Council Operating <br />Copies of Direct Payment Vouchers (DPV's), Materials <br />Folder Year Date <br />Until audited + <br />GC 34090 CCP <br />Budget, Purchasing, Requisitions, <br />Releases (MR's), Purchase Orders (PO's) and other Clerk <br />4 years <br />337 <br />Purchase Orders <br />Campaign Statements - Mayor, City <br />expenditure records <br />Original statements of elected candidates and committees <br />FAIR POLITICAL <br />Election <br />Permanent <br />GC 81009(b) <br />COTC <br />PRACTICES (FPPC) <br />Council - elected (originals) <br />supporting elected candidates for Mayor, City Council <br />(can image <br />GC 81009(g) <br />after 2 years) <br />Campaign Statements - candidates for <br />Original statements of candidates and supporting <br />Election <br />5 years (can <br />GC 81009(b) GC <br />Mayor, City Council - not elected <br />committees for candidates not elected for Mayor, City <br />image after 2 <br />81009(g) <br />(originals) <br />Council <br />years) <br />5of7 <br />